Property Administrator
JLL - Cincinnati, OH
Position Summary:
ADMINISTRATIVE
Telephones – Should be answered within three rings with “Good Morning or Good Afternoon, Jones Lang LaSalle. Determine the nature of the business, and direct callers to destination.
Support – provides direct administrative support to Managers.
Certificate of Insurance Tracking – COI’s must be maintained and updated on a regular basis for both Tenants and Contractors. Each property will have their own COI tracking system, either manual or electronic and must comply with JLL Management Compliance requirements. General Filing – PA is responsible for ensuring all document/paper work for the property is filed no less than weekly. This includes but is not limited to lease documents, legal correspondence, executed service contracts, correspondence, monthly reports, payables. All files at the property should comply with JLL Management Audit requirements.
E-mail – should be checked regularly throughout the course of the day to ensure prompt attention to immediate issues are directed/acted upon immediately.
Overnight Mail – Prepares express mail packages and monitors supply levels and replenishes as necessary.
Office Supplies – All supplies should be monitored and ordered as needed, including letterhead, envelopes, monthly reports supplies, computers, phones, or any other items requested by managers.
Meetings – Sets up and cleans up refreshments, as appropriate for conference room meetings
Management Audit – Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually.
Operations Audit – Assist engineering staff in preparation of annual Operations Audit.
Budget Preparation – Assists team members with budget preparation for the property as requested by Manager.
ACCOUNTING
Accounts Payables – Property Administrator is responsible for ensuring all invoices for the property are entered into accounting system, coded, and directed to GM for approval and paid. When checks are returned, PA must verify check information matches invoice, return invoice stub and attached to check and mail out accordingly. Payables should be entered on the same day each week and the schedule is determined by Client Accounting for each property. All payables process must comply with JLL Management Audit.
W-9’s – Obtains completed W-9 forms from all vendors.
Accounts Receivable – Print Aged Delinquency report on the designate day each month. PA is responsible for sending delinquency letters to tenants pursuant to individual client requirements. Copies of emails should be kept in the tenant’s lease file. Track delinquencies not received in 10 days and report the information to the manager in order to discuss next steps.
Manual Adjustment Forms – PA will be required to prepare manual adjustment forms for all miscellaneous Tenant Service Request. These should be processed each month and signed by the GM and faxed or scanned and email to the appropriate AR processor by the deadline date designated by CAS for the property.
Electric Consumption Tracking- responsible for ensuring engineers take monthly readings from electric meters for tenants that have supplemental units. PA enters data on tracking spreadsheet, calculates what is owed, bills the tenants and adds charges to monthly Manual Adjustment Form.
TENANT RELATIONS
Customer Service – Provide superior customer service to all tenants, clients, contractors and vendors at all times.
Tenant Handbook – review, update and revise as necessary. Coordinate distribution of updates or revisions to all new tenants upon their commencement of lease agreements.
Tenant Notification – Prepare tenant memo’s and correspondence as directed by Managers regarding JLL holidays, upcoming events, etc.
Tenant Move-In’s/Move-Out’s – coordinate all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary. PA should ensure all items on the Tenant Move In Checklist are completed for each new tenant. This is then filed in the tenant’s lease file.
Contact Lists – maintain daily and update no less than monthly tenant, employee and contractor’s contacts lists and email distribution lists to include emergency contact numbers. This should also be updated no less than monthly.
Posted: 30+ days ago
